# Set Up Workflows

Workflows allow you to **automate multi-step prompts**, making complex interactions more structured and efficient. Unlike **Prompts**, which function as single-prompt shortcuts, **Workflows** guide the AI through a sequence of prompts to ensure a **more accurate and refined final response**.

&#x20;You can enhance each step by activating **web search** capabilities, adding **external integrations** via API (e.g., HTTP requests), or scheduling workflows to run automatically. These upgrades make workflows even more powerful for tasks like continuous monitoring, report generation, and real-time research.

When asking for too much in a single prompt, the AI may struggle to process and provide precise answers. **Workflows break down complex queries into manageable steps**, improving accuracy and relevance at each stage.



**Why use Workflows?**

* **Improved Accuracy**: The AI delivers more precise responses when given structured, step-by-step prompts.
* **Better Context Retention**: Each step builds on previous answers, leading to **a more cohesive final result**.
* **Scalability**: Automate repetitive, multi-step tasks to save time and improve efficiency.
* **Live Web Search (New!)**: Enable real-time web search in specific steps to pull the latest, most relevant information directly from the internet.
* **API Integrations (New!)**: Connect external systems and tools using HTTP requests in any workflow step, allowing you to fetch, send, or enrich data programmatically.
* **Import Prompt (New!)**: Quickly write prompt instructions by importing ready made Prompts.
* **Scheduling & Auto-Delivery (New!)**: Run workflows on a recurring schedule and receive results via email—perfect for ongoing research, updates, or reporting tasks.

***

## **How to Use Workflows**

### Creating a Workflow

#### **1. Starting with a New Workflow**

When you first access the workflow page, it will appear empty, indicating that there are no workflows set up yet. To create a new workflow, follow these steps:

* **Step 1: Create a New Workflow**
  * Look for the **"+ New Workflow"** button. This button can be found in two places:
    * In the **center** of the screen, at the bottom of the page.
    * On the **left sidebar**, under the Workflow section.
* Clicking this button will trigger the creation of a new workflow, and you will see a new card appear on the screen with the details of your first workflow step.

#### **2. Workflow Execution Settings**

At the bottom of the workflow area, you will find two key settings that control how the workflow behaves:

* **Execution Mode**:
  * **Human in the Loop**: This mode requires the user to manually click a button to move to the next step after each one completes. This gives you control to review each step before proceeding.
  * **Autopilot**: In this mode, the workflow will automatically move from one step to the next without any manual input. This is ideal when you want the process to run automatically.
* **Workflow Trigger**:
  * **Manual**: When set to manual, the workflow will only start when the user triggers it manually (by clicking a "play" button).
  * **Automatic**: In automatic mode, the workflow will begin as soon as certain actions occur, such as when a file is uploaded or when a message is received in the chat.

#### **3. Saving or Cancelling the Workflow**

Once you have configured the workflow to your liking, you can choose to either **Save** or **Cancel** your changes:

* **Save**: Click the **Save** button to save the workflow you’ve just created or modified.
* **Cancel**: If you wish to discard any changes and not save the workflow, click **Cancel**.

{% hint style="info" %}
Workflows can be configured in the bot’s settings or when creating the bot. Once saved, they’ll be available to all users of that specific Knowledgebot.
{% endhint %}

***

### Editing the Workflow Card

#### **1. Editing the Workflow Card Name**

The **Name** field helps you clearly identify the purpose of each step in your workflow.

* Use a descriptive label like **"Step 1: Analyze"**, **"Step 2: Summarize"**, or **"Step 3: Extract Action Items"**.
* Good naming makes it easier to follow complex workflows later on.

#### **2. Select the Type of Workflow Step**

The **Step Type** field determines what kind of task this card will execute. There are several options, but for now, let’s focus on the most common one: **Prompt**.

* **Prompt**: This step type allows you to provide a detailed instruction to the AI. The AI will use this instruction to carry out the task.
* **Integration**: Connect to an external API or service to fetch or send data. Requires additional configuration (e.g., URL, method).

{% hint style="info" %}
This section focuses on setting up **Prompt** steps. Detailed instructions for configuring **Integration** steps are covered later [below](#adding-integrations).
{% endhint %}

#### **3. Optimize with the right AI Model**

After choosing the Prompt step type, you’ll be asked to select an **AI model**.

* The choice of model can impact performance. Some are optimized for creative writing, while others handle technical tasks or large data better.
* You can choose from a list of supported models (e.g., **GPT-4 Omni**).
* Use the **Modifier Settings** to tweak the model’s behavior (e.g., creativity, vocabulary, coherence).

{% hint style="info" %}
Find more guidance on choosing the right AI model for your use case in the [**Pick Your LLM**](../../for-users/pick-your-llm) page.
{% endhint %}

{% hint style="info" %}
For more control over tone, creativity, and output style, see the [**Knowledgebot Settings**](../more-on-knowledgebot-settings-and-management#model-modifiers) page for guidance on Modifier Settings.
{% endhint %}

#### **4. Write the Prompt Instruction**

This is where you define the specific task you want the AI to perform.

* Be as **clear**, **specific**, and **structured** as possible.
* Well-written instructions help the AI understand the outcome you're aiming for.
* Each step contains a single prompt, but workflows often involve multiple, connected steps to achieve more complex outputs.
* Designing effective workflows may require testing and refining your prompts until the results meet your expectations.
* You can also reuse an existing Prompt that contains a prompt by clicking the **Import Prompt** button in the workflow card.

{% hint style="info" %}
Explore the [**Prompt Guide**](../../prompting-for-prompts-and-workflows#what-are-workflow-prompts) for best practices on writing effective workflow instructions
{% endhint %}

#### **5. Activate Web Research (Optional)**

The **Web Research** toggle allows the AI to search the internet for relevant and up-to-date information to support the task in this specific step.

* When enabled, the AI will supplement its response with online data — useful when you need timely information that may not be available in your Data Room.
* If the task doesn't require web-based information, you can simply leave this toggle off

{% hint style="info" %}
**Tip:** Activate the Web Research feature when your prompt is focused on a single, specific task (e.g., “Get current stock price of X” or “Summarize the latest article on Y”). Avoid using it for complex, multi-part prompts — this helps the AI return more accurate and targeted results.
{% endhint %}

#### **6. Data Room Selection**

The **Data Room** is where the AI pulls information from to generate the result for this step.

* Think of it as a container of accumulated messages, documents, and insights which is everything shared in that workspace so far.
* The AI uses this context to produce more informed and relevant results for the current step.
* Selecting a Data Room ensures continuity across steps, allowing the AI to reference outputs or instructions from earlier in the workflow

### Key Features Recap:

1. **Name**: Descriptive title for the task.
2. **Step Type**: Choose **Prompt** for tasks requiring instructions to the AI.
3. **Model**: Select the AI model that is most suited for the task.
4. **Instruction**: Provide detailed guidance for the AI on what to do.
5. **Web Research**: Toggle on if you want the AI to search the internet for additional data.
6. **Data Room**: Use the conversation thread (data room) as context for the task.

By following these instructions, you can effectively customize and configure each card in your workflow to meet your specific needs.

***

## Advanced Setup

### Adding Integrations

You can integrate external APIs directly into a specific step of your Workflow. This allows your Workflow to fetch, post, or interact with live data from external tools or platforms.

#### 1. Change Step Type to “Integration”

In the Workflow card, change the **Step Type** from `Prompt` to `Integration`.\
This unlocks additional configuration options for connecting to external APIs.

#### 2. Add API URL

The **API URL** is the endpoint you want to connect to. This is typically provided by the external service you’re integrating with.

* Example: `https://api.example.com/v1/company-profile`

#### 3. Choose HTTP Method

Select how the Workflow should interact with the API.\
You can choose from common HTTP methods:

* `GET` – Retrieve data
* `POST` – Send new data
* `PATCH` – Partially update data
* `PUT` – Fully update or replace data
* `DELETE` – Remove data

Choose the method that matches the API action you need.

#### 4. Configure HTTP Settings

Click the **HTTP Settings** button to open the setup panel. You’ll need to choose the appropriate **Authentication Type** depending on the API you're using:

**🔐 Authentication Options:**

* **None.** No authentication required
* **Basic Auth.** Enter a **Username** and **Password** for authentication
* **Bearer Token.** Enter your **Token** for secure access

You can also configure:

* **Headers** (e.g., content-type, authorization)
* **Query Parameters** (key-value pairs added to the URL)
* **Request Body** (in JSON format)

These settings let you pass extra information the API might require (e.g., authentication credentials, filters, data payloads, etc.).

{% hint style="info" %}
**Tip**: For complex structures, validate your JSON before pasting.
{% endhint %}

#### 5. Select a Data Room

Choose the **Data Room** where this Integration step will be executed and its results stored. Think of this like the chatroom context in ChatGPT—it helps the AI understand the environment for this task.

#### 6. Set Run Mode

Choose how this step will be triggered:

* **Human in the Loop** – Manual review required before moving to the next step.
* **Autopilot** – Runs automatically as part of the Workflow.

***

### Scheduling Workflows

Workflows can now be scheduled to run automatically at specific times and frequencies—perfect for recurring tasks like daily reports, market scans, or product updates.

#### 1. Open the Workflow Menu

From your list of workflows, find the workflow you want to schedule. In this example, we’ll use **“Company Analysis.”**

#### 2. Access the Scheduling Option

Click the **three-dot menu (•••)** beside the workflow name, then select **“Workflow Scheduling.”**

#### 3. Set Up the Schedule

* A window will appear with scheduling fields:
  * **Start Date**: Choose when the workflow should begin.
  * **Time**: Set the specific time of day the workflow will run.
  * **Repeat**: Select if you want the workflow to repeat (e.g., daily, weekly, monthly).
  * **Notifications**: You may choose to **receive an email** every time this workflow executes.

<figure><img src="https://3232460952-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIabFtGTeQzwfWCzp8vd6%2Fuploads%2FdU90DBfblVqJtvsSTSak%2Fimage.png?alt=media&#x26;token=c19c7e39-f10f-4fcc-b21c-1170eb6a3faf" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}
Use this to automate research, reporting, or other regular AI tasks—so you don’t have to start them manually.
{% endhint %}

***

## Sample Use Cases <a href="#sample-use-cases.1" id="sample-use-cases.1"></a>

Below are some practical ways to integrate workflows:

1. **Crafting a Brand Analysis** – A structured workflow can automate a deep dive into a company’s positioning. Start by analyzing industry trends, then gather competitive insights, and finally perform an internal assessment of services and overall performance. This approach ensures a well-researched and strategic brand analysis.
2. **Setting Up Continuous Market Monitoring** – Stay up to date on rapidly evolving topics like AI advancements or economic trends. You can now create a workflow that performs weekly web searches on a topic (e.g., “latest LLM model releases”) and summarizes them. Schedule it to run every Monday and send results directly to your email for convenient tracking.
3. **Enriching Reports with API Integrations** – Use integrations to fetch external data (e.g., product pricing, financial stats, or competitor feeds) directly into your workflow. For example, Step 1 could use an integration step to query an external pricing API, and Step 2 could summarize and contextualize that data using the AI model. This is especially useful for dashboards or real-time reporting.

***

## Best Practices

To maximize the effectiveness of your workflows, it's essential to design them with clarity, continuity, and precision in mind. Follow these best practices to ensure smooth execution and optimal AI performance:

1. **Break down complex prompts**: Focus on one specific query per step.
2. **Ensure continuity**: Each prompt should build on previous responses.
3. **Be clear and specific**: Define non-negotiable "need-to-know" information.
4. **Use concise, structured prompts**: Avoid vague or overly broad instructions.
5. **Provide context**: Give background information when necessary.
6. **Customize the LLM model**: Select the best model for each task to enhance output quality.
7. **Use Data Rooms to Organize**: Try organizing workflow responses into different datarooms
8. **Leverage Workflow Scheduling**: Have weekly scans, or automate repetitive workflows

## **FAQs**

1. **How do I trigger a Workflow?**
   * You can start a Workflow manually from the Workflow tab or integrate it into other automated processes for seamless execution.
2. **Can I share Workflows with my team?**
   * Anyone with access to the Knowledge Bot can also access the Workflows created within that bot.
3. **Why isn’t my Workflow giving accurate results?**
   * Ensure each step is specific and clear, avoid overly complex prompts in a single step, and test different step sequences to optimize results.
